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HomeMy WebLinkAboutBoard of Commissioners - Minutes - 01/03/2017 MINUTES OF THE OTTER TAIL COUNTY BOARD OF COMMISSIONERS Government Services Center, Commissioners’ Room 515 W. Fir Avenue, Fergus Falls, MN January 3, 2017 9:30 a.m. Call to Order The Otter Tail County Board of Commissioners convened at 9:30 a.m. Tuesday, January 3, 2017, at the Government Services Center in Fergus Falls, MN, with Commissioners Lee Rogness, Chair; Doug Huebsch, Vice-Chair; Wayne Johnson, Roger Froemming and John Lindquist present. CY2017 Otter Tail County Board Chair Larry Krohn requested nominations for the Otter Tail County Board Chair for 2017. A motion was offered by Johnson and seconded by Rogness to nominate Commissioner Doug Huebsch to serve as the Otter Tail County Board of Commissioners Chair. Nominations ceased and the motion carried to cast a unanimous ballot for Chairman Doug Huebsch. CY2017 Otter Tail County Board Vice-Chair Doug Huebsch, 2017 Board Chairman, assumed the Chair’s seat and requested nominations for the Otter Tail County Board Vice-Chair for 2017. A motion was offered by Lindquist and seconded by Froemming to nominate Commissioner Wayne Johnson to serve as the Board of Commissioners Vice-Chair for 2017. Nominations ceased and the motion carried to cast a unanimous ballot for Vice- Chairman Wayne Johnson. Approval of Agenda Chair Huebsch called for approval of the Board agenda. Motion by Rogness, second by Lindquist and unanimously carried to approve the Board of Commissioners Agenda of January 3, 2017, with the following additions/modifications: Administrator Position Discussion Star Lake Limited Area Comprehensive Plan Update County Assessor – Oath of Office Douglas N. Walvatne, Otter Tail County Assessor, took the Oath of Office per Minnesota Statute 273.061 as required by the MN Department of Revenue. Mr. Walvatne’s term of office is from January 2, 2017, through December 31, 2020. Consent Agenda Motion by Froemming, second by Johnson and unanimously carried to approve Consent Agenda items as follows: 1. December 20, 2016, Board of Commissioners’ Meeting Minutes 2. Human Services Bills & Claims 3. Approve 2017 Tobacco License for Bluffton Oil Inc., Family Dollar Store, and Wagon Wheel of Richville 4. Approve Credit Card for Kirsten Olson, IT, 30-day limit of $5,000 5. Approve Exempt Permit for an Event February 11, 2017, on Little Pine Lake as submitted by Kinship of the Perham Area OTC Board of Commissioners’ Minutes January 3, 2017 Page 2 Proposed Riverview Farms Dairy The Otter Tail County Board was asked to formally consider supporting a proposed dairy farm north of Wheaton, MN, in Campbell Township in Southern Wilkin County. The proposed farm is currently under environmental review and the Minnesota Pollution Control Agency (PCA) is taking public comment on the mandatory Environmental Assessment Worksheet. Commissioners requested that the County Attorney and Economic Development Director research this further, and if appropriate, draft a resolution of support. OTLCA Service Agreement Motion by Johnson, second by Lindquist and unanimously carried to authorize the appropriate County Officials’ signatures to execute a Service Agreement between the County of Otter Tail and Otter Tail Lakes Country Association (OTLCA) for CY2017. OTLCA markets and promotes Otter Tail County as a premiere destination. Rural Rebound Initiative Update Nick Leonard, Economic Development Director, briefed the Board on the Rural Workforce Initiative. He reported that the final grant from the Vedeen Trust has been secured and the first Task Force meeting was held with the 12 largest employers in the County along with other private and public sector employers. The goal is to engage the private sector employers in need of employees. Erik Osberg has been hired as the County’s Rural Rebound Coordinator. He has an extensive marketing background and will work towards success of this Initiative. Mr. Leonard will facilitate a couple of meetings per year with the Economic Development Task Force to continue gaining their advice and guidance. Vehicle Workgroup Recommendation Community Services Director John Dinsmore and Public Works Director Rick West submitted a document titled “Otter Tail County Ad Hoc Vehicle Workgroup Recommendations (revised)” dated January 3, 2017. The document identified 257 licensed pieces of equipment including trailers, boats and heavy equipment owned by the County. The total annual amount of vehicle related expenditures is about 1.5 million dollars, which is 1.4% of the overall 2017 budget. Mr. Dinsmore indicated that research shows the cost of insuring and maintaining a vehicle is about $0.30 per mile, less than the IRS rate employees receive to drive their own vehicle. Discussion took place regarding the cost of leasing vehicles vs. owning vehicles and recommendations of the workgroup. Motion by Johnson, second by Rogness and unanimously carried to implement the recommendations as presented on Page 2 of the workgroup document with expenses to come out of the Operating Budget, Capital Improvement Budget and reserves. Blandin Broadband Grant Application Nick Leonard reported that the County has applied for a Blandin Community Broadband Program public utilities grant. If the grant is successful, the County would submit Request for Proposals to individual companies to develop a comprehensive plan and facilitate the following: 1) Develop and implement an Advisory Broadband and Advanced Technology Taskforce (OTC BATT) 2) Conduct feasibility study 3) Utilize Taskforce input and feasibility study to better understand the County’s role in broadband development. Motion by Johnson, second by Rogness and unanimously carried to proceed with applying for the Blandin Community Broadband Program grant with funding options to be discussed in the future. OTC Board of Commissioners’ Minutes January 3, 2017 Page 3 National Association of County Engineers Conference Motion by Johnson, second by Froemming and unanimously carried to authorize County Engineer Rick West to attend the NACE Conference in Cincinnati, OH, April 9 – 13, 2017. OFFICIAL WEBSITE – HIGHWAY PROJECT ADVERTISEMENTS Otter Tail County Resolution No. 2017 – 06 Upon a motion offered by Lindquist, seconded by Froemming and unanimously carried, the following resolution was adopted: To Use Alternative Method To Disseminate Bids And Requests WHEREAS, Minnesota Statute §331A.03 Subd. 3(b) allows a county to use its website or recognized industry trade journals as an alternative to disseminate solicitations of bids, requests for information and requests for proposals; NOW THEREFORE, the Otter Tail County Board of Commissioners hereby resolves: BE IT RESOLVED, that from this day forward, the County of Otter Tail may continue to use the Otter Tail County website, www.co.ottertail.mn.us, as an alternative means to disseminate solicitations of bids, requests for information, and requests for proposals for transportation related construction and maintenance projects. BE IT FURTHER RESOLVED, that any dissemination by alternative means must be in substantially the same format and for the same period of time as a publication would otherwise be required under Minnesota Statute §331A.03 Subd. 3. Adopted at Fergus Falls, MN, this 3rd day of January 2017 OTTER TAIL COUNTY BOARD OF COMMISSIONERS Dated: By: Attest: Doug Huebsch, Chair Larry Krohn, Clerk Transportation Plan – Open House Dates Open House dates for a Transportation Plan update and information about Solid Waste Department operations are scheduled for February 21, 2017 (GSC in Fergus Falls) and February 22, 2017 (NYM Building) at 7:00 p.m. Electrical Engineering Agreement Motion by Rogness, second by Lindquist and unanimously carried to authorize the appropriate County Officials’ signatures to execute an agreement between the County of Otter Tail and JK Engineers, Inc. to provide roadway lighting for the Intersection of CSAH 10 and CSAH 27 in conjunction with S.A.P. 056-627-014. Limited Area Star Lake Comprehensive Plan Motion by Johnson, second by Rogness and unanimously carried to accept and publish, on the County website, the final draft of the Limited Area Star Lake Comprehensive Plan upon verification with the White Earth Nation. OTC Board of Commissioners’ Minutes January 3, 2017 Page 4 Recess & Reconvene At 10:42 a.m., Chair Huebsch declared the meeting of the Otter Tail County Board of Commissioners recessed for a short break. The Board meeting was reconvened at 10:57 a.m. County Administrator Position Human Resources Professional Stephanie Retzlaff discussed the interview process for replacing Administrator Larry Krohn’s position. The position was open to all internal County employees and presentation-style interviews will be held January 10, 2017. DEPOSITORY RESOLUTION Otter Tail County Resolution No. 2017 – 01 Upon a motion offered by Froemming, seconded by Rogness and unanimously carried, the following resolution was adopted: RESOLVED by the Board of Commissioners of Otter Tail County, Minnesota, that all financial institutions in Otter Tail County, including Credit Unions, State and Federal banks be and are hereby designated as depositories of County funds. Adopted at Fergus Falls, MN, this 3rd day of January 2017 OTTER TAIL COUNTY BOARD OF COMMISSIONERS Dated: By: Attest: Doug Huebsch, Chair Larry Krohn, Clerk INVESTMENTS RESOLUTION Otter Tail County Resolution No. 2017 – 02 Upon a motion offered by Lindquist, seconded by Rogness and unanimously carried, the following resolution was adopted: RESOLVED by the Board of Commissioners of Otter Tail County, Minnesota, that the Otter Tail County Auditor-Treasurer and the Otter Tail County Chief Deputy Treasurer be and are hereby given authority to invest County funds as available. Adopted at Fergus Falls, MN, this 3rd day of January 2017 OTTER TAIL COUNTY BOARD OF COMMISSIONERS Dated: By: Attest: Doug Huebsch, Chair Larry Krohn, Clerk OTC Board of Commissioners’ Minutes January 3, 2017 Page 5 RESOLUTION BY OTTER TAIL COUNTY TO ESTABLISH AND MAINTAIN ACCOUNTS Otter Tail County Resolution No. 2017 – 03 Upon a motion offered by Johnson, seconded by Froemming and unanimously carried, the following resolution was adopted: RESOLVED: FIRST: That the named Authorized Persons of this organization, County Auditor-Treasurer or Chief Deputy Treasurer be and they hereby are, and each of them is, authorized and empowered, for and on behalf of this organization (herein called the “Organization”), to establish and maintain one or more accounts with Multi-Bank Securities, Inc. (herein called the “Brokers”) and Pershing LLC, its successors or assigns, and for the purpose of purchasing, investing in, or otherwise acquiring, selling, possessing, transferring, exchanging, pledging, or otherwise disposing of or realizing upon, and generally dealing in and with; The fullest authority at all times with respect to any such commitment or with respect to any transaction deemed by any of the said Authorized Persons and/or agents to be proper in connection therewith is hereby conferred, including authority (without limiting the generality of the foregoing) to give written or oral instructions to the Brokers with respect to said transactions; to bind and obligate the Organization to and for the carrying out of any contract, arrangement, or transaction, which shall be entered into by any such Authorized Persons and/or drafts drawn upon the funds of the Organization such sums as may be necessary in connection with any of the said accounts to deposit funds with the Brokers; to deliver securities and/or contracts to the Brokers; to order the transfer or delivery thereof to any other person whatsoever, and/or to order the transfer record of any securities, or contracts, or titles, to any name selected by any of the said Authorized Persons or agents; to affix the Organization’s seal to any documents or agreements, or otherwise; to endorse any securities and/or contracts in order to pass title thereto; to direct the sale or exercise of any rights with respect to any securities; to sign for the Organization all releases, powers of attorney and/or other documents in connection with any such account, and to agree to any terms or conditions to control any such account; to direct the Brokers to surrender any securities to the proper agent or party for the purpose of effecting any exchange or conversion, or for the purpose of deposit with any protective or similar committee, or otherwise; to accept delivery of any securities, to borrow money and securities, if applicable, and to secure (a) THIS PARAGRAPH PERMITS CASH TRANSACTIONS IN SECURITIES any and all forms of securities including, but not by way of limitation, shares, stocks, options, stock options, stock index options, foreign currency options and debt instrument options, bonds, debentures, notes, scrip, participation certificates, rights to subscribe, warrants, certificates of deposit, mortgages, chooses in action, evidence of indebtedness, commercial paper, certificates of indebtedness and certificates of interest of any and every kind and nature whatsoever, secured or unsecured, whether represented by trust, participating and/or other certificates or otherwise; (b) THIS PARAGRAPH PERMITS CASH AND MARGIN TRANSACTIONS IN SECURITIES any and all forms of securities including, but not by way of limitation, shares, stocks, options, stock options, stock index options, foreign currency options and debt instrument options, bonds, debentures, notes, scrip, participation certificates, rights to subscribe, warrants, certificates of deposit, mortgages, chooses in action, evidence of indebtedness, commercial paper, certificates of indebtedness and certificates of interest of any and every kind and nature whatsoever, secured or unsecured, whether represented by trust, participating and/or other certificates or otherwise; and margin transactions, including short sales; OTC Board of Commissioners’ Minutes January 3, 2017 Page 6 repayment thereof with the property of the Organization; to appoint any other person or persons to do any and all things which any and all things which any of the said Authorized Persons and/or agents is hereby empowered to do, and generally to do and take all action necessary in connection with the account, or considered desirable by such Authorized Persons and/or agents with respect thereto SECOND: That the Brokers may deal with any and all of the persons directly or indirectly by the foregoing resolution empowered, as though they were dealing with the Organization directly. THIRD: That the person signing this Non-corporate Resolution on behalf of the Organization be and hereby is authorized, empowered and directed to certify to the Brokers: (a) a true copy of these resolutions; (b) specimen signatures of each and every person by these resolutions empowered; (2017) ©a certificate (which, if required by brokers, shall be supported by an opinion of the general counsel of the Organization, or other counsel satisfactory to the Brokers) that the Organization is duly organized and existing, that its governing rules empower it to transact the business by these resolutions defined, and that no limitation has been imposed upon such powers by the governing rules of the Organization or otherwise. FOURTH: That the Brokers may rely upon the certified copy of the resolutions, specimen signatures, and certificate, as continuing fully effective unless and until the Brokers shall receive due written notice of change or rescission, and the dispatch or receipt of any other form of notice shall not constitute a waiver of this provision. Nor shall the fact that any person hereby empowered ceases to be an Authorized Person of the Organization or becomes an Authorized Person under some title, in any way affect the powers hereby conferred, but the failure to supply any specimen signature shall not invalidate any transaction where the party authorizing the same has been actually empowered thereto by or in conformity with these resolutions. FIFTH: That in the event of any change in the office of powers of persons hereby empowered, an Authorized Person shall certify such changes to the Brokers in writing in the manner herein above provided, which notification, when received, shall be adequate both to terminate the powers of the persons therefore authorized, and to empower the persons thereby substituted. SIXTH: That the Authorized Persons of the Organization be, and hereby is, authorized and empowered to countersign items as aforesaid. SEVENTH: That the foregoing resolutions and the certificates actually furnished to the Brokers by the Authorized Person of pursuant thereto, be and they hereby are made irrevocable until written notice of the revocation thereof shall have been received by the Brokers. Adopted at Fergus Falls, MN, this 3rd day of January 2017 OTTER TAIL COUNTY BOARD OF COMMISSIONERS Dated: By: Attest: Doug Huebsch, Chair Larry Krohn, Clerk Engagement Letter Motion by Froemming, second by Johnson and unanimously carried to authorize the Board of Commissioners Chair, County Administrator and County Auditor-Treasurer to sign the engagement letter with the Office of the State Auditor for the financial and compliance audit for the year ended December 31, 2016. OTC Board of Commissioners’ Minutes January 3, 2017 Page 7 Extension Committee Motion by Lindquist, second by Froemming and unanimously carried to reappoint Donna Gill and Steve Schwartz to the Otter Tail County Extension Committee for a three year term expiring December 31, 2019. Addendum to Master Agreement for Arbitrage Monitoring Services Motion by Johnson, second by Lindquist and unanimously carried to authorize the Auditor-Treasurer to sign the Addendum to the Master Agreement for Arbitrage Monitoring Services with Ehlers to include the County’s $6,675,000 General Obligation Capital Improvement Refunding Bonds, Series 2016A. County Board of Appeal and Equalization Motion by Rogness, second by Lindquist and unanimously carried to convene the County Board of Appeal and Equalization on Wednesday, June 15, 2017 at 9:00 a.m. and reconvene the Board of Equalization for final action on Tuesday, June 27, 2017. MCIT 2017 Insurance Payments Motion by Johnson, second by Froemming and unanimously carried to approve payment, to the Minnesota Counties Intergovernmental Trust, for the following 2017 insurance coverage: Invoice 17295R–Dated 01/01/2017 PC114017 Property/Casualty $409,737.00 Invoice 17295R–Dated 01/01/2017 WC114017 Workers Compensation $290,802.00 2017 Printing and Publishing Bids After consideration, a motion was offered by Commissioner Johnson, seconded by Commissioner Froemming and unanimously carried to designate the following papers for Otter Tail County’s 2017 publishing and printing requirements with the exception of the official publication for highway project advertisements for bids, which are posted to the County website as authorized by M.S. 331A.12, Subd. 2. Legal Notices, Publications and Commissioners’ Minutes: Daily Journal $16.32 per S.A.U. Annual Financial Statement: Perham Focus First Publication $16.32 per S.A.U. New York Mills Dispatch Second Publication $10.48 per S.A.U. Delinquent Tax List: Pelican Rapids Press First Publication $16.32 per S.A.U. Pelican Rapids Press Second Publication $10.48 per S.A.U. Delinquent Real Estate Parcels Motion by Johnson, second by Froemming and unanimously carried to set the cost assessed to delinquent real estate parcels that are published in the Delinquent Tax List at $54.50 per parcel as authorized in Minnesota Statute 279.092. 2017 Annual Appropriations Motion by Rogness, second by Lindquist and unanimously carried to authorize payment of the following 2017 annual appropriations: Annual Appropriation Approved 2017 West Central Initiative (01704.6815) $20,000.00 West Otter Tail Fair Association (01505.6950 20,000.00 East Otter Tail Fair Association (01505.6950) 20,000.00 Minnesota Red River Valley Development Association (01703.6804) 800.00 Pomme De Terre River (01603.6951) 0.00 OTC Board of Commissioners’ Minutes January 3, 2017 Page 8 CY2017 POCKET GOPHER BOUNTY RESOLUTION Otter Tail County Resolution No. 2017 – 04 Upon a motion offered by Johnson, second by Lindquist and unanimously carried, the following resolution was adopted: RESOLVED by the Board of County Commissioners of Otter Tail County, Minnesota, that The sum of thirty cents ($.30) be paid out of the General Revenue Fund of Otter Tail County for every pocket gopher killed in said County during the year 2017. This is paid only in those cases where the township in which the pocket gophers were so killed shall provide for the payment of at least an additional bounty of forty cents ($.40) for each pocket gopher so killed. RESOLVED further that said payment of such County shall be made by the County Auditor-Treasurer upon certificates executed by the Chairman and/or Clerk of the Town Board of said Township setting forth that the township had issued and delivered to each claimant a payment for at least seventy cents ($.70) for each pocket gopher so killed. Adopted at Fergus Falls, MN, this 3rd day of January 2017 OTTER TAIL COUNTY BOARD OF COMMISSIONERS Dated: By: Attest: Doug Huebsch, Chair Larry Krohn, Clerk CY2017 TAX FORFEITED LAND SALE APPORTIONMENT RESOLUTION Otter Tail County Resolution No. 2017 – 05 Upon a motion offered by Johnson, seconded by Froemming and unanimously carried, the following resolution was adopted: RESOLVED by the Board of County Commissioners of Otter Tail County, Minnesota, that WHEREAS, it is provided in Minnesota Statute 282.05 for the apportionment of proceeds from the sale of tax forfeited lands, and WHEREAS, the County Auditor-Treasurer shall apportion the tax sale proceeds to the taxing district pursuant to Minnesota Statute 282.08, and WHEREAS, Minnesota Statute 282.08 (4) (b) provides that the County Board may set aside 20% of the proceeds remaining after the value of public improvements, special assessments and bond issues levied on the property have been paid, for acquisition and maintenance of county parks and recreational areas, and WHEREAS, Otter Tail County has a park and recreational area which would benefit by such an apportionment. NOW, THEREFORE, BE IT RESOLVED, that the County Auditor-Treasurer retains 20% of the proceeds from the sale of tax forfeited lands for acquisition and maintenance of parks and recreational areas from the proceeds to be disbursed according to law. OTC Board of Commissioners’ Minutes January 3, 2017 Page 9 Adopted at Fergus Falls, MN, this 3rd day of January 2017 OTTER TAIL COUNTY BOARD OF COMMISSIONERS Dated: By: Attest: Doug Huebsch, Chair Larry Krohn, Clerk Governor’s Town Hall Water Summit Motion by Johnson, second by Froemming and unanimously carried to authorize commissioners to attend the Governor’s Town Hall Water Summit Friday, January 27, 2017, at the University of MN, Morris. Board of Commissioner Meeting Dates CY 2017 Month County Board Meeting Date County Board Start Time January 3, 10, 24 9:30 a.m. February 7, 21, 28 9:30 a.m. March 7, 28 9:30 a.m. April 4, 11, 25 9:30 a.m. May 2, 9, 23 9:30 a.m. June 6, 13, 27 8:30 a.m. End @ noon July 11, 25 8:30 a.m. End @ noon August 1, 22 8:30 a.m. End @ noon September 5, 26 9:30 a.m. October 3, 10, 24 9:30 a.m. November 7, 14, 28 9:30 a.m. December 12, 19 9:30 a.m. OTC Board of Commissioners’ Minutes January 3, 2017 Page 10 Annual Dues Motion by Rogness, second by Lindquist and unanimously carried to approve the following payments and requested history data on the AMC dues: Association of Minnesota Counties (AMC) 2017 Annual Dues $20,473.00 Lakes Country Service Cooperative (LCSC) 2017 Annual Dues 350.00 LMHC Purchase of Service Agreement Motion by Froemming, second by Rogness and unanimously carried to authorize the appropriate County Officials’ signatures to execute a Purchase of Service Agreement between the County of Otter Tail and Lakeland Mental Health Center, Inc. for Court Administration Psychological and Psychiatric Evaluations. The rates for CY2017 are $197 per hour for Psychological Evaluations and $421 per hour for Psychiatric Evaluations. County Ditch Systems Ditch #55: Motion by Johnson, second by Rogness and unanimously carried to authorize the appropriate County Officials’ signatures to execute the Order for Redetermination of Benefits in the matter of County Ditch #55 as submitted by the County Attorney. Ditch #29: Motion by Lindquist, second by Froemming and unanimously carried to authorize the appropriate County Officials’ signatures to execute the Order for Redetermination of Benefits in the matter of County Ditch #29 as submitted by the County Attorney. Adjournment At 11:37 a.m., Chair Rogness declared the meeting of the Otter Tail County Board of Commissioners adjourned until 9:30 a.m. on Tuesday, January 10, 2017. OTTER TAIL COUNTY BOARD OF COMMISSIONERS Dated: By: Attest: Doug Huebsch, Chair Larry Krohn, Clerk CB/kd OTC Board of Commissioners’ Warrants January 3, 2017 Page 1 APPROVED ON 12/30/2016 OTC Board of Commissioners’ Warrants January 3, 2017 Page 2 OTC Board of Commissioners’ Warrants January 3, 2017 Page 3